Menands approves construction oversight contract for South Bend infrastructure project

Village of Menands trustees approved a construction-administration services contract for the South Bend water and sewer reconstruction project after a presentation from the village engineer’s representative.

The work to build the South Bend infrastructure project was previously awarded to Newcastle Construction for about $11,200,200, and trustees tonight approved a motion to accept the construction-administration proposal from the village’s engineering firm. "What’s presented is the construction based services proposal, and it includes various components of an inspection, you know, construction administration is what we call it," said Ted Donner, the Lavella engineer, in his presentation. Donner described construction administration as "the backbone from the technical side to the billing side," and said the proposal also includes inspections required by the New York State Department of Health and other agencies.

Donner told the board that certain construction-administration items were moved from a lump-sum line to the time-and-materials phase because the duration of construction is uncertain and national utilities work could change how long on-site oversight is needed. "Moving these items to the build time and material space allows those items to not be billed, you know, and if not necessary, that remaining savings will be returned to the build," Donner said.

Trustees asked how frequently the firm would provide timesheets and other billing documentation; Donner said weekly compilation is possible but billing is likely monthly. He also described on-site construction observation duties and the requirement that some work be inspected to meet grant and state requirements. Reimbursable expenses, Donner said, would be limited to items such as mileage and document reproduction costs.

Board members and residents asked about project timing and dependencies. Donner said staging is expected to begin in mid-July and full construction start is currently expected in July, but the overall schedule depends in part on National Grid work on Wolford, which must be completed before some work can proceed. Donner estimated the total construction duration can be up to two years, depending on utility decommissioning and other variables.

Trustees approved the engineering services proposal after a motion and second; the vote was recorded as in favor with no opposition.

The board was told the project includes an MWBE (minority and women business enterprise) participation goal of 30 percent as a condition of the grant funding. The firm will track MWBE participation and incorporate that into its oversight work.

The board said it will publish a dedicated project web page and share weekly reports from the construction manager so trustees and residents can track road closures, water shutdowns and other impacts.

Members asked who would perform as the on-site construction manager and who would represent the village at weekly meetings; the village said Newcastle Construction and the engineering team would provide on-site staff and that village staff (including DPW) would attend regular construction meetings.

The firm said as-builts will be produced by the contractor and verified by the engineer; final digital as-built data will be added to the village GIS.

Trustees approved the construction-administration contract and moved the engineering fees into the project budget so the work can proceed. The board did not approve additional scope changes beyond what was presented tonight.